Travel Management process

In general, the travel budget is intended to present the STF activity and deliverables in meetings within the ETSI Technical Organization (TB/WG, Steering Group), meetings with other organizations, to collect stakeholders' contribution, disseminate and promote the STF results, participate to events related to the STF activity.

The exact nature of the meetings and events to be attended on behalf of the STF and the total budget available are identified in the relevant sections of the STF ToR. The STF leader should represent the STF in mission travels, however, in particular cases, he/she may require the participation of other experts, in relation with their specific knowledge of a particular subject.

Main steps

Travel plan

The STF Leader is responsible to propose and maintain aTravel Plan compatible with the requirements in the ToR and the travel budget allocation. The purpose of the Travel Plan is to provide the overview of the STF mission travels requirements along the duration of the project, to monitor the budget and to obtain the agreement in principle of the ETSI Secretariat. The agreement of the Travel Plan does not constitute the authorization for the specific travel, for which a Travel Order is required.

Travel Organization

Travel Order

When the details of the organization of a specific mission travel are defined, the traveller must obtain the preliminary authorization from the ETSI Secretariat, with a Travel Order. The Travel Order is based upon a Travel Plan item agreed in principle by the ETSI Secretariat and contains the outline of the travel organization proposed by the expert, including the estimate of cost for the outstanding elements (e.g. transportation, conference fees, etc.) and requirements for any exceptions to theETSI Travel Organization Rules.

Travel reimbursement

Travel cost will be reimbursed to the contractor Organization for the real cost incurred, with detailed bills to justify the expenses, following the ETSI Mission Travel Reimbursement Rulesand according the travel organization agreed in the Travel Order.

Presentations in meetings and conferences

Experts may present information from the STF work during meetings and conferences. If the presentation is made in another context than the ETSI Technical Organization, the rules for the presentations of the STF activitymust be followed.